Authorized bookers

Booking a flight

In which cases should I contact the UTTU instead of booking the ticket myself through the online booking system? 

In general we operate by the rule, if you travel point-to-point, e.g. Amsterdam-Berlin-Amsterdam, you have to book a ticket using the online booking system. In case of complicated bookings (multi-segment/leg), you can always contact the UTTU for support.

Note! ITC staff however should always contact the UTTU for their travels.

How do I get in touch with the UT Travel Unit (UTTU)?

The UT Travel Unit is located at the ITC faculty.

UTTU ITC Faculty

Hengelosestraat 99, Enschede

Wendy Kremer-Stiksma and Ginie Gerrits-Oosterlaken

Room 1-104

Phone: 053-4874370 (Wendy) and 053-4874408 (Ginie)

Email: travelunit-itc@utwente.nl of travelunit@itc.nl

Office hours: 09:00 - 16:00

What information is needed to book a flight?

Destination, Departure and Return date

Full name (according to ID)

Nationality

OFI number

If requested: dietary / special needs

 

What should I do if I can’t book a specific flight with ATP Online? 

Contact ATP (or the UTTU). A few airlines are missing on the ATP website, but ATP can in general book these for you by request.

Can I book a Business class flight?

No, the travel policy of the UT does not allow traveling by business class. Business class reservations made using ATP Online will be cancelled. If necessary contact the UTTU.

Who will receive a (copy of) the ticket?

As authorized booker, you will receive the ticket (and before that the confirmation). Furthermore the UTTU will receive a copy of the ticket (just in case).

 

How can I specify which OFI number should be used or when two or more OFI numbers are needed for the ticket? 

It is not possible to use more than one OFI number per ticket. For a standard booking there is one field on the electronic form for OFI numbers. If there is a need to divide or spread the expense over different numbers, these tickets this will have to be booked separately. Combining these separate bookings to one has to be arranged afterwards through the UTTU or ATP.

 

Is it possible to book for a third party such as a private partner? 

No, that is not possible. A solution is to book the same flight trough ATP or UTTU on a private credit card and ask ATP or the UTTU to combine them afterwards. That way it is possible to travel together but the invoices will be separate.

Is it possible to specify when part of the expenses should by charged to a private account? 

No that is not possible.

 

Is it possible to customize travel, for instance a specific seat if extra space is needed for legroom? 

Flight profiles allow you to indicate (extra) needs: seat, legroom, special food etc. although for most European flights it is not possible to reserve a seat. Feel free to contact the UTTU or ATP in case of special needs.

Is it possible to book a flight without a valid OFI number?

No, all business trips have to be pre-approved by the budget controller. Without a valid OFI number the booking will not be finalized and be removed from the system.

 

Where can I enter the OFI number when I use ATP Online?

The OFI number should be entered in the referentie or reference field (Purchase order No.).

 

Is it possible to show invoices in ATP Online? 

No, that is not possible, but the itinerary will show, in the Remarks box, all the prospected costs (with the exception of the fees).

 

Is it possible to book a ticket in the form of an option? 

Yes. By using ATP Online you are booking an option on a seat. In the confirmation email you will find a time limit (set by the carrier) on the option. Without notice, ATP will finalize the booking after the time limit has passed. If you want to change or cancel the booking, you can contact ATP trough the messaging system in ATP Online.

How do I change or cancel a flight/booking?

You cancel or change a booking by contacting ATP through the message application in ATP Online. Note that in most cases the airline charges a fee for cancelling or changing a booking.

Is luggage always included?

No. Hand luggage is always included, but check-in baggage may not be included when travelling with a low-cost carrier. When travelling with a carrier where baggage is not included (usually low-cost carriers, indicated with a yellow L), please indicate if (check-in) luggage is needed in the remarks box.

ATP Online (tool)

How do I log on to ATP Online?

You can log on to ATP Online by using your user name (combination of your name and unit / faculty) and password. Note. That these words are case-sensitive. If you forgot your password/username, please contact UTTU.

 

How can I book a flight with a low cost carrier? 

When you want to book a so called low-cost carrier this is only possible with a credit card. ATP has arranged that low-cost flights may be charged to your OFI number by means of a so-called virtual credit card (American Express xxxxxxxxxxx.1001). Please note that cargo baggage may not be included. If you need to bring a bag apart from the hand/cabin luggage, request this by making a note in the remark box. Low-cost carriers are always marked with a yellow L.

Where can I find the flight options I last searched for?

Your search history is portrait in the bottom left corner.

What can I do in case of an error using the tool?

When it concerns a recurring technical error, you can use the session number (bottom number in the top right field) to communicate the error to ATP. If the error prevents you from booking a flight, contact UTTU for help with the booking.

Is there a help function?

Yes. Please go to the Getting Started Guide within the tool, if you need help.

Other services

What extra services does ATP offer apart from flight tickets? 

- Hotel bookings
- Car rental
- International trains
- Visa
- Sms alert (small fee required)

Is it possible to book domestic train travel using ATP?

No. For domestic train travel the UT uses the NS Business Card.

Is the SMS service free of charge?

No, you will pay a small amount per received message. The UT does not recommend using this service if you depart from Enschede. Because of the travel time between Enschede and the nearest airports, a flight cancellation SMS will usually arrive after you have left for the airport. More information is available through www.vliegtijdensms.nl.

 

Is anything agreed on compensation for CO2 emissions? 

No.

Can ATP arrange for a visa?

No, every person is responsible for his/her own visa (and other travel documents, vaccines etc.). However, ATP and UTTU can advise you on the matter. Also, the flight confirmation usually contains information on the travel documents needed. More information on visa.

ATP @ UT

From what date is it possible to book via ATP Online and is it there an obligation to use ATP? 

The starting date is 15 March 2013. There is a commercial contract (under civil law – het privaatrecht in Dutch) which binds the University and ATP. The contract states, as the tender did, that the University will commission its travel through ATP. Also the European tendering legislation only allows contracts which have been publicly tendered, other contracts, e.g. tickets booked via an alternative travel agent, will not be reimbursed

 

What is the web address of this website and how do I get in touch with ATP? 

Website: www.utwente.nl/travel/atp

For information related to bookings made in ATP Online you can communicate with ATP through the messaging system in ATP Online.
Online helpdesk: +31 (0) 20 2011 288, e-commercesupport@atpi.com
Phone: +31 +31 (0)20 2011 350
Email:
utwente@atpi.com

 

Which advantages are there when a staff member uses ATP Online? 

There is no longer a need to charge your air travel expenses since ATP is able to bill most of its services (including bookings with low cost carriers) directly to the University. This also means that the administrative costs for the University will decrease substantially.
Before the University had no contract with any travel agent, so the University is not seen as a single organisation with buying power, but as a collection of individuals. Therefore we are not able to negotiate substantial (or any) discounts even with the airlines we frequently use. The possibility to collect data, which ATP offers, also means the possibility to negotiate reductions in ticket prices with the larger airlines. Also the fixed fees for tickets are extremely low. 
By booking with the online tool you can create your own travel profile. This means that, when you are a frequent flyer, the tool remembers your details (passport, visa, seat specifics, special meals, frequent flyer number etc).